Getting things done when you have “vacation brain”

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books reading kindleOne of the precepts of the Getting Things Done or GTD methodology is that it’s not necessary to prioritize your Next Actions in advance, nor is it recommended. For one thing, priorities change. What seems important today might be completely unnecessary a week from today.

Also, priorities are contextual. Picking up a new cartridge for your laser printer is something you do while running errands, not at ten o’clock at night.

Priorities, then, should be established during your daily planning, which I contend should take place the night before, and “in the moment”.

To prioritize, review your action lists and determine what you want to do based on three factors: time, energy, and importance (priority).

So today, I may see a task that is important but will take a block of two hours and I don’t have that much time. Or it requires a fair amount of energy and I’m tired. Or I have lots of time but the task under consideration really isn’t that important. These tasks will have to wait.

Some people partially prioritize tasks as they add them to their lists, noting time (how much time they estimate the task will take) and energy (how much they will need, i.e., low, medium, or high). This way, when they don’t have a lot of time or energy, they can scan their lists to find tasks that match.

I usually don’t prioritize in advance. I add a lot of tasks to my list each day and I don’t want to take the time to think about whether something will take ten minutes or twenty minutes or whether I will need high energy or just medium. To some extent, I make these decisions when I review my lists and often, I simply choose what I am inspired to do.

This week is Thanksgiving week in the United States. Some people are working like crazy to clear their desks before the long weekend and some are already in “vacation mode”. If you are in the latter category, at work but finding yourself unable to get much done, go through your lists and look for low time/low energy activities you can do.

If you have “vacation brain” and don’t have a list of low energy tasks to dig through, or your list doesn’t inspire you to take action, check out this list of mindless, but productive tasks that inspired this post.

Or, if you’re like me, you’ll just catch up on your reading.

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How to create an effective FAQ page for your law firm website

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faq for law firm web siteProspective clients visit an attorney’s web site to get information. They want to know what you can do for them and how they will be better off as a result. If you’ve done a good job with your web site, they will learn enough to either make a decision to hire you or to take the next step, e.g., call for an appointment, opt into your list, or contact you with questions.

Often, visitors have questions but don’t contact you for answers. They may be intimidated by speaking to an attorney or afraid you will pressure them. A page of frequently asked questions and, of course, your cogent answers, can get more visitors to take the next step.

A FAQ page also allows you to sell yourself without appearing to do so because you’re “just answering questions”. Your answers can demonstrate your experience, your patience, and your personality. They can show that you are thorough and professional and give readers a sense of what it would be like working with you. Ultimately, they can show why the reader should choose you instead of any other attorney.

I encourage you to create a FAQ page for your web site. Alternatively, you can incorporate FAQ’s into your “About” page. Your FAQ’s can also be used in a brochure or handout.

Ask your staff to help you brainstorm. What do prospects and new clients always ask you? What do you think they would want to know but may not ask?

I recommend starting with the following:

  • Practice areas (by name, i.e., estate planning, and features (documents you prepare), and benefits (what happens when you do it, what they get, i.e., protect their family, help them make better decisions)
  • Legal/procedure (what are my rights, what are my options, what are the risks, what’s the first step?)
  • Why you/your firm (why you are different, better)
  • General (office hours, directions, parking, appointments, payment options)
  • First appointment (what to bring, what will happen, what is expected of them, what they get from you)

Add a call to action to your FAQ page, directing the visitor to “Call for an Appointment” or “Subscribe to Our Newsletter”.

A FAQ page is also helpful for current and former clients, as well as referrals sources. An attorney in New York may be looking for an attorney in California. Keep this in mind as you create your page.

Once your page is live on your site, ask your clients directly or via a web poll if there is anything that is unclear and if there is anything you should add. And ask your staff to make a note of any questions clients and prospects routinely ask and add these to the page.

Your FAQ page will evolve over time, and eventually could turn out to be one of your most effective marketing tools.

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“It’s the cases I don’t take that make me money”

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“Besides the noble art of getting things done, there is the noble art of leaving things undone. The wisdom of life consists in the elimination of nonessentials.” -Lin Yutang, writer and translator (1895-1976)

Last night, I spoke at an event. One of the topics I talked about was “The 80/20 principle,” aka, “The Pareto Principle,” the idea that a large percentage of our results come from a small percentage of our activities.

Afterwards, I was chatting with a man who works for a bankruptcy attorney. He liked my talk and was telling me about their practice and how busy they were. He quoted something his employer said, but I wasn’t sure I’d heard him correctly so I asked him to repeat it:

“It’s the cases I don’t take that make me money”.

He explained that the attorney was very selective about the cases he accepts. A lot of business comes knocking on his door, but he turns down a large percentage. He turns down the lower-end of the spectrum of clients, the ones who don’t have enough for a retainer, who need installments, price shoppers, etc., in favor of those who can pay his higher than average fees.

A lot of attorneys will take the lower-end clients, figuring that whatever they pay will contribute to overhead. But this attorney understands that those clients would actually cost him money, and not just in the literal sense of “not paying,” but because they would take up a disproportionate amount of time and energy.

And, he doesn’t have the extra overhead he would have if he accepted the lower end clients.

By eliminating as much as eighty percent of the possible client pool, he is able to run a lean and profitable practice. I’m sure he also makes it home for dinner.

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How to Avoid “Death by Powerpoint”

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So you have a presentation coming up and it’s time to prepare slides. Are you going to “kill it” (i.e., the presentation) or “kill them” (your audience)?

We’ve all been a victim of bad Powerpoint presentations. Some of us have been guilty of creating them. Technology makes it easy to go a little crazy with our slides and too often, we do.

Seth Godin’s popular post, “Really Bad Powerpoint,” provides five “rules” for creating better Powerpoint presentations:

  1. No more than six words on a slide. EVER. There is no presentation so complex that this rule needs to be broken.
  2. No cheesy images. Use professional stock photo images.
  3. No dissolves, spins or other transitions.
  4. Sound effects can be used a few times per presentation, but never use the sound effects that are built in to the program. Instead, rip sounds and music from CDs and leverage the Proustian effect this can have. If people start bouncing up and down to the Grateful Dead, you’ve kept them from falling asleep, and you’ve reminded them that this isn’t a typical meeting you’re running.
  5. Don’t hand out print-outs of your slides. They don’t work without you there.

My biggest challenge has been with the first rule. Especially when this is combined with another rule (I don’t recall where I heard it) of using no more than 12 slides in any presentation.

But I get the point: use slides to support your presentation, not duplicate it. Keep the audience focused on you, not your slides.

Which leads me to my suggestion for creating a better presentation: don’t use ANY slides.

If you want to keep the audience focused on you and what you are saying, why give them anything else to look at? There will always be exceptions but for most presentations, slides aren’t necessary.

Years ago, I was giving a presentation and the bulb burned out on the projector. We didn’t have a replacement and I had to finish the presentation without slides. It threw me at first (and that got me some sympathy applause) but fortunately, I knew the material and everything turned out fine.

I know we tend to use slides as prompts or cue cards, to keep the presentation moving forward and so that we don’t forget anything. Godin suggests using hand-held cue cards instead of putting the information on screen. If you know your material well enough, you shouldn’t have to do either.

I do a lot of speaking, both with and without slides, and I believe I am most effective when I go “commando”. I like the challenge of holding the audience’s attention. I like being spontaneous and interjecting new ideas that arrive from my subconscious. Sometimes I forget things, but the audience doesn’t know. In fact, leaving things out can actually make for a better (and shorter) presentation.

Do you use slides in your presentations? Are you killing the presentation or killing your audience?

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Why I’m no Longer a Workaholic Attorney (and How I Got Cured)

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workaholic attorney lawyerWhen I opened my own practice, I practically lived at my office. I buried myself in what little work I had and spent the rest of the time organizing files, creating forms, and worrying about how I was going to get some business.

Later on, when I had lots of clients and lots of work, very little changed. I put in long hours at the office or in court, I brought home files at night and on weekends, and when I did manage to take a day off, I was on the phone with my office every couple of hours.

Some people called me a workaholic. What I was was scared s***less.

When I had no clients and no money coming in, I was paralyzed with fear. I looked at the calendar and saw the first of the month approaching and knew there was no way I could pay the rent. I tried everything I could think of to bring in business but I spent even more time distracting myself with busy work.

When I finally had clients and real work to do, I was afraid it wouldn’t last so I buried myself in my work and made as much money as I could, as fast as I could. There was no way I was ever going back to my “lean and hungry” days.

I’m no shrink, but I think workaholic-ism is driven by fear. We may tell ourselves that we love what we do and this might be true to some extent, but it also might be a story we’ve told ourselves for so long that we actually believe it.

Nobody has the right to tell you how to conduct your business and if non-stop work makes you happy, I’m happy for you. Just be honest about it. Don’t kid yourself into thinking this is what you want or this is the way it has to be.

If you’d like to work a bit less and enjoy some of life’s other offerings, you can. I know because I did it.

How did I break free of the fear of losing what I had finally achieved? How did I stop working so many hours and eventually get down to working just three days a week?

I changed my focus.

I no longer focused on things that made me fearful.

Instead of thinking about what I did not want (e.g., being broke) and using that to drive me, I thought about what I did want.

I wanted the feeling of security and strength and power that money brings. I wanted to help people solve problems. I wanted to spend time with my family and to travel. I wanted to be able to read fiction, go to the movies, eat in nice restaurants and wear fine clothes.

There were plenty of things I wanted and when I began to focus on them, instead of what I didn’t want, things began to change.

It was a process. I started with little things. Whenever I found myself thinking about the possible consequences of working fewer hours, for example, I would stop myself and think about going to a book store and browsing for an hour. A pleasant thought for a book lover like me. I relaxed. I stopped thinking about what I didn’t want. It felt good.

Eventually, I didn’t just think about going to a bookstore, I actually went. My world didn’t come crashing down on me. The clients didn’t leave. The work was still there, and so was the money.

Little by little, I trained myself to think about what I wanted and to let go of my fear of losing what I already had.

If you are a workaholic and you don’t want to be, there are many things you can do to let go of the compulsion to work. Try them if they inspire you.

But you don’t really need anything more than to let go of the fear-inducing thoughts that hold you back. Replace them with thoughts of a better future and let those pull you forward.

Wherever you are, whatever you’re doing, keep coming back to your vision of an ideal life, a life of happiness and success, of work that that gives you joy but does not overwhelm. Keep doing this and you will create that life. This is the law of attraction.

Think about what you want, not what you don’t want.

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Write or Die: A Simple Solution to Writers’ Block

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cure for writers blockI’m not sure I believe in writers’ block. I believe in “no talent” and “no ideas” but writers block? You don’t have trouble speaking, do you? I don’t mean public speaking, I mean vocalizing your thoughts out loud to another human being or into a microphone.

No such thing as “talkers’ block” so why “writers’ block”?

And yet, people who can write, don’t.

It might be perfectionism. I lean in that direction. You don’t want to show anyone your writing until it’s perfect and it never is. But, if writing is important to you, you get over this.

It’s often a lack of time. Attorneys are busy people. All day you’re on the run, and at the end of the day, you’re tired. Weekends, you have chores and you need some family time. You want to write, you know you can write, but days and weeks go by and it doesn’t get done.

You need a deadline.

When you have a deadline, it is amazing how much you can get done. You need to get a pleading filed by a certain date, you do it. You promised an editor you’d finish an article, you do. A deadline holds you accountable. Just ask the IRS.

An example of what can be done when there is a deadline is National Novel Writing Month, aka, “NaNoWriMo”. Every November, participants from around the world commit to writing a 50,000 word novel in 30 days. In case you don’t know, writing 1,667 words a day every day for a month is a tall order; writing 1,667 novel-worthy words is simply astounding.

And yet each year, thousands finish a 50,000 word novel within the 30 days.

The 30 day deadline imposes a daily word quota. Participants use their word processor or text writing app to make sure they write enough words each day so they don’t fall behind. You could do the same thing. Pick a number of words you will write each day and don’t stop writing until you do.

Another technique writers use is to set a timer for ten or twenty minutes and write without stopping until the timer sounds. Then, they are done for the day or if they haven’t met their word quota, they go for another ten or twenty minutes.

This is the Pomodoro technique, which can be used for any kind of task. The idea is that you can do anything for ten minutes, no matter how much you might not want to or how busy you might be. Many books have been written in blocks of ten or twenty minutes a day.

I’ve written about the Pomodoro technique before, and recommended Focus Booster, an app I sometimes use when I need to concentrate.

In reading about NaNoWriMo, I learned about Write or Die, a timer app for writers. It allows you to set a word quota and a time quota. It also allows you to impose a penalty. If you don’t meet your quota or you stop writing before the time limit, the app will play a loud and annoying sound. Weird, but it works.

You can configure the app for different word counts, times, and penalties. In one setting, if you don’t make your quota, whatever you have written up to that point gets deleted. How’s that for accountability!

The app is free and there are paid desktop versions. If you need some help sticking to a writing schedule, Write or Die could be for you. Or, you could have your mother in law call you once a day to ask if you got your quota done.

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The Best Ways to Engage Clients on Facebook and Twitter are Also the Simplest

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Get More Facebook LikesSocial media marketing is networking online. Having fans and followers without engaging them would be like going to a networking event and not talking to anyone.

What do you do when you don’t know what to post or you don’t have time to converse with your fans and followers?

A recent survey by Roost, a social marketing platform, has the answer. They evaluated more than 10,000 Facebook and Twitter posts by small businesses from over 50 industries and determined which posts yield the highest levels of interaction. It turns out the activities with the highest levels of engagement happen to be the simplest and most accessible.

According to blogger TJ McCue who wrote about the survey, “the best way to achieve Likes is through photo posts, quotes and status updates, with photos providing 50 percent more impressions on average than any other post type, and quotes providing 22 percent more interactions when compared to all post types.”

That’s good news. Photos and quotes are already streaming through your feed. All you need to do is is share the ones you like.

More good news: links are 87 percent more likely to be shared than any other post type. So, as you go about your daily reading of blogs and articles, find the ones you like and share them.

The bottom line is that you don’t need to spend a lot of time engaging your followers, nor do you need to have original content, although in my opinion that can only help. Unless, of course, you want to share all 187 photos of your family trip to Disneyland.

Social media is networking online and sharing of content is part of the conversation. But just because it’s easy to share everything doesn’t mean you should. Share content that you like, but even more, share content the people who follow you will Like (with a capital “L”).

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How to get free content for your blog

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guest bloggingSo you have a blog (or want to start one) and you need content. Your time is limited. What can you do?

First, don’t assume you need to spend hours writing your posts. As I’ve written before, a post can be a few paragraphs that take just a few minutes to write. It can be as simple as taking something you read online and adding your comments. Tell why you agree, or disagree, link to another post that provides a different viewpoint or additional information, or share a story from your practice that illustrates the points in the article.

For longer posts, you have several alternatives:

  • Re-purpose something else you wrote (newsletter, article, speech, brief, report, interview, etc.)
  • Hire a freelancer (www.elance.com, www.guru.com, www.craigslist.com, etc.)
  • Hire a student (e.g., an English or Journalism major; they will often work for free for the experience or writing credits)
  • Have someone in your office write it (or the first draft)

One of the best ways to get original content for your blog is through guest posts. Someone else writes the post in return for a byline and link to their blog.

The benefits to you are

  • You get content you don’t have to research or write, from experts in their field
  • You get traffic to your blog and, possibly, opt-ins to your list. Presumably, the writer will tell his or her readers about the guest post and some of them will come to see it.
  • Your readers get valuable content and they appreciate you for providing it.

The benefits to the guest blogger are

  • They get to demonstrate their expertise to your readers and get traffic to their blog
  • They get additional writing credit they can use with other blogs
  • Their readers see them being endorsed by you, elevating their status

Now, what’s good for the goose is good for the gander. If guest posts are a good way to get exposure and traffic, why not offer to do some guest posting yourself? Find blogs that write for your target market and offer to do a guest post. Here are 21 tips for landing guest posts.

Perhaps the biggest benefit of guest posts is that they allow both parties to make a new connection. This can lead to referrals, introductions, advice, interviews, endorsements, networking and cross marketing opportunities.

Start looking for blogs that reach your target market. Invite them to write a guest post for your blog or offer to do the same for theirs.

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Slowing down to speed up

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Stop running. Yes, I know you have to get to court, crank out a new agreement, and meet with your new client. I know you’re busy and this is how you earn your living. I know that if you don’t do the work you won’t get paid.

Slow down anyway. Better yet, come to a complete stop.

At least for a few hours.

Slowing down allows you to refine what you’re doing so you can do it better, and faster. Just as a race car needs pit stops, so do humans. By taking a break periodically, we can ensure that everything is working properly and that we are on course and on pace. Taking a break allows us to recharge our energy and clarify our focus. It allows us to go faster, assured that we are going in the right direction.

Take some time to evaluate what you are doing and the results you are getting. Are things moving in the direction you want? Is there anything you could do better? What’s working well that could be expanded?

Take some time to look at your calendar. How are you spending your time? What else might you do? Is there something you are doing that you don’t really need to do? Is there something that takes you two hours that could be done in one?

Take some time to rest and reflect on the bigger picture. What big ideas could you start working on that might help you take a quantum leap? Where do you want to be five years from today and what could you start doing today to help you get there?

Take some time to get rid of clutter and distractions. If it doesn’t serve you in some way, eliminate it. Simplify your life so you can focus on what is important and valuable.

Take some time to read things you don’t usually read. Look for ideas and inspiration. Have some fun. Goof off. Go to the movies in the middle of the day. Take your best friend for a long lunch.

And take some time to give thanks for all that you have. When you appreciate the goodness in your life, you attract more of it.

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Mark Zuckerberg’s advice for success in business

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mark-zuckerberg-on-charlie-roseMark Zuckerberg was interviewed recently by Charlie Rose. Mashable published twelve quotes from that interview.

I clicked through the quotes in the slide show and didn’t think much of them. Perhaps they lost something outside the context of the actual interview.

But then I came back to one of the quotes, one that at first blush, seemed not to say much at all. The quote I came back to was Zuckerberg speaking about business:

“I think a simple rule of business is, if you do the things that are easier first, then you can actually make a lot of progress.”

It seems simplistic, doesn’t it? “Start with the easy things.” But it is truly profound.

Many people who start a business project, myself included, tend to focus on the hardest parts first. My thinking has been, “I can always do the easy things, I need to conquer the toughest challenges first because if I can’t lick those, this project will never get off the ground.”

How about you? Do you start with the easy things or, like me, do you first jump into the deep end of the pool?

Perhaps we equate “easy” with “having less value,” but in the practical sense, that isn’t true. The things we can do without a lot of thought or effort are often of greater value because they allow us to get started and getting started is the most important part.

Most business projects never see completion because they never get started. They remain ideas, Someday/Maybes, wishes and dreams.

How many projects have you conceived in the shower or while out for a drive that never got past the idea stage? In the light of day, when you thought about those ideas, you saw how difficult they would be. “I can’t do that. I don’t have time to do that. I don’t have the money to do that. Maybe some day.”

Perhaps you did get started, but you started on the difficult things first and saw first hand the immensity of the challenge. Now you know you can’t do this. Maybe some day.

What if you did the easy things first? What would happen?

You would learn things you need to know. Meet people who can help you. Gain confidence. And momentum.

If Mark Zuckerberg had thought about Facebook as anything more than what it was when he started, a little dorm room project, he may never have started. It was easy for him in the beginning, and fun. The hard parts came later after he was committed.

The most important part of any project is getting started.

Start with easy.

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